Off Campus
Events

Introduction
Sonoma State University wishes to foster interaction between
students, faculty, staff, and administrators during events and
activities held both on and off-campus. It is therefore important
that a policy exist that clearly defines standards of conduct and
responsibilities of both students and University employees during
off-campus University-sponsored events. This policy shall apply to all off-campus events (including but
not limited to athletic events, celebrations, conferences, official
dinners, field trips, performances, and retreats) which are sponsored
by employees of the University and where staff, faculty, or
administrators are present in their official capacity with a duty of
care and responsibility for students. This policy shall apply to
events that are directly related to the educational mission of the
University and are not intended to apply to private social
events.

Policy It is the policy of Sonoma State University that all
University-sponsored, off-campus and on-campus events are governed by
the same policies and procedures. They are all components of the
University's educational program and are subject to University
policies and procedures throughout the duration of the event. Thus it
is the policy of SSU:

that the University employee leader of the event shall
inform all participants about these policies in advance of the
event and answer any questions the participants may have.

that students shall adhere to the principles of Student
Conduct as outlined in Title 5, California Code of Regulations,
Article 2, Student Discipline, Section 41301, Expulsion,
Suspension, and Probation of Students. (Included by reference in
this policy)

that University employees shall adhere to principles of
conduct as outlined in University policies listed in the reference
section of this document.

that when alcoholic beverages are present University
employees and students shall use them in a reasonable manner that
conforms to applicable laws. The intent to permit the consumption
of alcoholic beverages shall be approved by the appropriate
department chair, school dean, or administrator. This does not
apply to commercial establishments licensed to serve alcoholic
beverages. When appropriate all participants will be informed that
alcoholic beverages might be present. When appropriate a
designated driver, abstaining from all alcohol, shall be
identified to all participants.

that the University employee leader of the event has the
responsibility to document and report to the appropriate
department chair, school dean, or administrator serious violations
of this policy.

that the University employee leader of the event notify the
appropriate department chair, school dean, or administrator of the
planned off-campus event.

that the appropriate department chair, school dean, or
administrator may require any of the following action/s from the
University employee leader of the event (considering such factors
as duration and distance from campus):

to file a Notice of Planned Off-Campus Event.
(Included by reference in this policy)

to have all participants fill out a Release Agreement and
Emergency Information Form. One copy of the forms will be
accessible to the event leader. A second copy of the Release
Agreement and Emergency Information Form will be on file in the
appropriate administrative office. (Included
by reference in this policy)

to file a list of all participants.

to provide advance information and guidelines to students
and other participants regarding factors such as: the rigor and
physical requirements of the event; appropriate safety
practices; and consumption of alcohol. Submit a copy of these
guidelines, unique to this specific event, to the appropriate
department chair, school dean, or administrator.

to carry a basic first aid kit; be able to provide basic
first aid skills; be aware of access to medical facilities or
emergency medical services; and be aware of the special medical
needs of event participants.

Violations Proven violations of university, state, federal laws, policies,
and regulations may result in corrective or disciplinary action.